Practice Administrator

Job description

Job responsibilities

Job summary:

The purpose of the role is to:

Lead the administrative duties on a day to day operational basis ensuring that services are delivered in a coordinated and efficient manner and in accordance with the service specification and key performance indicators and ensuring excellent patient care

To take a lead in at least one of the following areas, as determined by the Practice Manager:

1. Administration duties for The Practice

2. QOF/LCS/KPI

3. IT admin

Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way

Undertake a variety of administrative duties to assist in the smooth running of the practice, including the provision of secretarial and clerical support to clinical staff and other members of the practice team

Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies

Duties and responsibilities:

Administration duties for The Practice.

o Registrations and deductions

o Scanning, photocopying and Post

o Pathology links

o Telephone answering

o Read coding

o Order stationary and consumables for administration/reception areas

o Internal information flow using Docman system

o Management of Practice e-mail account.

o E-Referrals/standard referrals

o Monitoring referrals

o Arranging meetings

o Recalls via Accurx, Iplato or telephone

o Process Invoices

o Taking messages and liaising with the clinical team

o To be the first point of contact for patients and external agencies

o To attend and participate in weekly Team meetings, admin meetings etc.

o FP34PD submissions

o Daily IT Back ups

o Daily Fridge Log

Keeping the noticeboards updated and relevant

Take complaints and process them according to the practice policy

Ensure practice policies relating to patients are followed such as the Carers policy

Participate in the recall of patients via phone call, text, email and letters supporting the systems administrator to improve practice outcomes

Process all GP2GP, EPS, GP Links and other electronic GP processes and participate in training on all existing and new services.

To carry out any other duties commensurate with the general purpose of the post

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential

Post holders will ensure they comply with confidentiality, information governance and data protection policies at all time.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:

Using personal security systems within the workplace according to practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards

Actively reporting health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the practice, and will:

Ensure familiarity with all relevant practice policies and protocols and ensure that they are adhered to at all times

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Communication:

The post-holder should recognise the importance of effective communication within the practice and the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognise peoples needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

Apply practice policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work and feed into their development

Participate in audit where appropriate

Person Specification

Qualifications

Essential

• Educated to GCSE Level or equivalent

Desirable

• GCSE Mathematics & English (C or above) AMSPAR Receptionists Qualification NVQ Level 2 in Health and Social Care

Experience

Essential

• Minimum of 2 years experience of working in a health care setting in administrative/receptionist duties

Desirable

• Experience of working with the general public

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

The Bloomsbury Surgery

Address

Bloomsbury Surgery

1 Handel Street

London

WC1N 1PD

Employer's website

https://www.bloomsburysurgery.nhs.uk/ (Opens in a new tab)